The Benefits of Archiving Salesforce Data Off-Platform

As businesses continue to gather an excessive amount of data within the Salesforce ecosystem, managing data bloat becomes a significant challenge for both technology and business users.
Radical Transparency Ep 16 header

Off-platform archiving of Salesforce data is a strategic step that can optimize storage capacity, enhance data governance, and reduce costs. It is crucial to consider migrating non-critical data elements, such as files, attachments, and documents, to lower-tiered storage platforms. Let’s discuss the benefits of this solution.

Reducing Storage Costs Inside Salesforce

Salesforce provides a comprehensive platform to store data, but as the amount of data increases, so does the cost of storage. However, not all data stored in Salesforce is of equal importance. Files, attachments, and documents that are rarely accessed or are no longer in use can unnecessarily increase storage expenses. By archiving such non-critical data off the platform, businesses can free up valuable storage space in Salesforce, reduce the need for expensive storage upgrades, and optimize budget allocation.

Governing Data at Rest

Data governance is almost always at the forefront of a company’s strategic initiatives. Regulatory requirements regarding data storage, access, and security are top of mind for many executives. By archiving non-critical data off-platform, companies can implement more robust data governance policies. Lower-tiered storage platforms often offer customizable data retention policies, encryption capabilities, and access controls, enabling a company to align with regulatory requirements and internal compliance standards. More importantly, a centralized archiving solution facilitates easier auditing and monitoring of data access, enhancing overall data security and compliance posture.


Establishing a Framework for Controlling Storage Costs

Managing Salesforce data can be a challenge due to data bloat. Over time, users create and upload files, attachments, and documents, which can lead to accumulating redundant or obsolete data. This can result in storage inefficiencies and increased costs. Archiving non-critical data off-platform is an effective way to control storage costs. By implementing automated archiving processes and using analytics tools, companies can identify data bloat patterns, optimize storage usage, and reduce the risk of unnecessary storage expenditures in the future.

In a data-driven world, optimizing Salesforce storage and enhancing data governance is imperative for data management success. Archiving non-critical data such as files, attachments, and documents off-platform presents a strategic approach to address these challenges effectively. Embracing an off-platform archive empowers companies to build an operational framework that positions them for long-term scalability and success in an increasingly cost-conscious economy.

Join us each Thursday for more episodes of Radical Transparency as we show you how to harness Salesforce data for unparalleled growth and innovation. In addition, we would love to hear from you if you are looking for a fast, easy, and highly secure way to protect your Salesforce data & metadata! Contact an SFDC data expert or join us on LinkedIn, YouTube, or Twitter.


Video Transcription

Hello, my name is Ted Pappas and welcome to Radical Transparency. 

In this video series we’ll talk about why having a Salesforce backup off platform is critical to your business.

And we’ll work under the Salesforce pillar of equal education. My goal in this series is really simple. It’s to make sure that everyone in the Salesforce community is equally educated with the art, if possible, have a Salesforce backup off platform. 

And today, we’re going to talk about a topic that our customers SMB mid market and enterprise, talk to us about every day, maybe not every day, but certainly every week. And it’s archiving data off-platform. A lot of vendors in the marketplace can use snapshotting mechanisms to archive the data to like a relational database behind the customer’s firewall, or inside the SaaS platform. But what that doesn’t do is it doesn’t give any storage relief for the files in-platform. 

So an off-platform archive means taking the data out of platform, putting the data in a relational database, presumably a relational database behind the firewall. And then taking things like attachments, documents, images, etc. And moving that noncritical date data to an archival platform to reduce storage costs. 

A lot of companies do that. But what they don’t do is something that we do, which is then go back into the platform, and delete every one of those files in-platform. 

So you may be freaking out. Technically, you may be thinking, how are they going to delete files in Salesforce? Well, we do. And we do it because of two reasons. 

The first is we give you access to a Data Viewer to view it in a web browser as if it were in Salesforce. So that’s the first thing. And the second is this allows you to not have to level up in your storage costs for your in-platform storage. So take the data out of platform, delete mass, delete the files in platform, all while having the ability to view it as if it were in platform. And now you can control your storage costs and not have to level up from platform storage. 

But you might be thinking, what does that do for our business? It does two things for your business. The first is it allows you to manage retention, compliance policies for data at rest off-platform. So you have all the GRC use cases that you support.

And the second, which our finance buyer personas find really interesting, is you have a programmatic approach to managing storage cost for file based storage outside of platform.

So you get data retention policies for GRC. And you have a programmatic framework for how to control or fix storage costs associated with data inside Salesforce. 

My name is Ted Pappas. I’m the CEO of CapStorm, please visit us at please find me on LinkedIn. I love to hear from people on LinkedIn. Or please come back next Thursday for our next episode of radical transparency. And thank you very much

Ted Pappas

Ted Pappas

About CapStorm

CapStorm is the most technologically advanced Salesforce data management platform on the market. Billions of records per day flow through CapStorm software, and our solutions are used in every industry from credit cards, telecom providers, insurance agencies, global banks and energy providers.

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